Devon Farms Privacy Policy

Devon Farms Privacy Policy

Devon Farms is a co-operative of member farms all offering holiday accommodation. Devon Farms is run, promoted and managed by its member farm owners, (with the limited use of employees and contractors).  Devon Farms runs booking software that some member farms use in relation to the provision of accommodation by their properties.

Devon Farms (we, our, us) takes your privacy very seriously and will only use your personal information to provide the products and services you have requested from us. 

1. Information we may collect from you

 We may collect and process the following data about you and your business in the following ways

a) Information that you provide by filling in forms on our Website, giving to the telephone helpline or generally speaking with members including at shows, promotional events. We may also ask you for information when you enter a competition or promotion sponsored by us and when you report a problem with our Website.
b) If you contact us, we will keep a record of that correspondence as we deem appropriate.
c) We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.

 d) Devon Farms operates a booking engine for member farms. Properties using Devon Farms as their booking engine, collect and store information that you give when you make a booking. You are asked for your name, address, telephone number and email along with the names of any guests travelling with you. The booking engine does not collect payment information. This information may also include your IP address.
This information is stored in the Devon Farms system in order to process your booking. You will be contacted by the Property you have booked with in relation to your booking. Your data is also stored after you have stayed but will be kept no longer than necessary in order to comply with legal obligations and for properties to welcome your repeat business.

2. Joint Controllers
In the context of providing booking software to accommodation providers to facilitate online booking, Devon Farms and the accommodation provider are joint data controllers for the processing of your personal data for that booking.
When you enter a member’s site or into contract with a member’s business they will be acting as a data controller of your information and therefore we advise you to read their Privacy Policy. Devon Farms cannot be held responsible for any privacy policies held by their members.

3. Devon Farms may use your personal information and data in the following ways
a. To complete the request made such as to provide a brochure, give information about vacancies or to give membership information. In this case your data will be given to the most appropriate member to fulfil this task.
b. In the case of farms using the booking engine, the information will be retrieved by the member farm and used to provide the service requested. As previously mentioned, at this point your contract will be between you and the member farm.
4. Sensitive personal data
We do not collect sensitive personal data (such as disability, racial / ethnic origin, allergies, religious beliefs, etc) unless it is volunteered by you. However, in order to tailor product offers to your circumstances we may sometimes ask for information such as any disability you may have.  As with all data, it is entirely up to you to decide whether or not you are happy to provide this information. Sensitive personal data will only be used in order for us to fulfil our contract with you to provide the services that you have requested,  (for example, telling you about members with the provision of disability access). You do not need to provide us with personal information simply to browse our website.

5. Security Procedures
In accordance with General Data Protection Regulation (GDPR), Devon Farms observes reasonable procedures to prevent unauthorised access and misuse of personal information. We use appropriate business systems and procedures to protect and safeguard any personal information given to us. We also use security procedures and technical and physical restrictions for accessing and using the personal information on our servers. Only authorised personnel are permitted to access personal information in the course of their work.

6. Non-disclosure to third parties
Aside from member farms’ use of the booking engine, Devon Farms do not share your data with any other company or individuals for marketing purposes or otherwise.

We may share your data with agencies such as law enforcement or governmental organisations where we are required to make such disclosures by any applicable law
Our website includes links to social media features such as the Facebook. These features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the feature to function properly. Social media features and widgets are hosted by a third party. Your interactions with these features are governed by the privacy policy of the company providing it.

7. Children
We do not collect any personal information from children under 16 years of age and that no child under 16 should submit any personal information to us. Should we discover that any such personal information has been delivered to us, we will remove that information as soon as possible.

8. Security Procedures
In accordance with General Data Protection Regulation (GDPR), Devon Farms observes reasonable procedures to prevent unauthorised access and misuse of personal information. We use appropriate business systems and procedures to protect and safeguard any personal information given to us. We also use security procedures and technical and physical restrictions for accessing and using the personal information on our servers. Only authorised personnel are permitted to access personal information in the course of their work.

9. Cookies
A cookie is a small amount of data that is placed in the browser of your computer or on your mobile device. These cookies are used only to help you make a smooth booking and contain information like the date searched and language of booking. There is a difference between session cookies and persistent cookies. Session cookies will only exist until you close your browser. Persistent cookies have a longer lifespan and are not automatically deleted once you close your browser. We use persistent cookies in Google Analytics to analyse visitor traffic and behaviour. By using freetobook website or proceeding with a booking you are consenting to the above use of cookies.

10. Retaining YOUR PERSONAL DATA
We retain personal information about you for the period necessary to fulfil the purposes outlined in this Policy, unless a longer retention period is required or permitted by applicable law.  Where your information is no longer required, we will ensure it is disposed of in a secure manner.

11. Your Rights
You have the right to access data that is stored either by Devon Farms or by properties taking bookings via Devon Farms system. You need to email or write to the property you booked with or Devon Farms, as appropriate, to request an overview of your personal data. You can also contact the property you booked with on Devon Farms system if you believe that the personal information they have for you is incorrect. if you believe that they are no longer entitled to use your personal data or if you have any other questions about how your personal information is used or about the Privacy Statement.
Your rights include asking us to not to process your data for marketing purposes or contacting us if you feel we have used your data inappropriately.

12. Any changes we may make to our privacy policy in the future will be posted on this page 

Questions, comments and requests regarding this privacy policy should be addressed to office@devonfarms.co.uk.

 

This policy was updated on 19th June 2018.